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HomeMy WebLinkAbout2014 Strategic Plan Commission Agendas & Minutes ELGIN THE CITY IN THE SUBURBS Strategic Plan Commission Agenda Tuesday,January 28, 2014 6:00 p.m. - 8:00 p.m. City Hall, 2"d Floor South A. Call to Order (Bill Briska, Chairman) B. Roll Call (Cherie Murphy, Staff Liaison) C. Other persons present D. Approval of November meeting Minutes (Bill Briska, Chairman) E. Staff Report F. Waste Management public meetings update- (Commissioner Dustin Good) a. Review of power point b. Discussion of commissioners roles G. New Business a. 311 Update and discussion b. Public input H. Other Business I. Adjournment C ELGIN THE CITY IN THE SUBURBS Strategic Plan Commission Minutes Tuesday, January 28, 2014 6:00 p.m. - 8:00 p.m. Elgin City Hall, 2nd Fl. South Commission Members present: Judith DiFulvio, Armida Dominguez, Jeanette Mihalec, Bill Briska, Carolyn O'Neal, Matt Hafeli, Dustin Good, Janel Gomez, Sara Sabo Absent: Hidayat Khan, Toya Randall, Todd Martin Staff: Cherie Murphy, Dan Ault, Laura Valdez Guests: David Segal, Member of Sustainability Commission A. The meeting was called to order by Chairman Bill Briska at 6:00 p.m. B. Roll Call was read by staff liaison Murphy. C. Recognized persons present included City Staff members Dan Ault and Laura Valdez as well as David Segal, member of the city's Sustainability Commission. D. Minutes from the meeting of November 26, 2013 meeting were presented for approval. A Motion was made to approve the minutes by Judy DiFulvio, 2nd by Carolyn O'Neal. The motion passed unanimously, 9 E. Staff Report: Staff reported that the city is working on a new comprehensive plan. Consultants are hosting public meetings, and the commissioners are encouraged to attend. Staff also reported that the final 2014 budget was approved by council in December. F. Talkin Trash Meetings update- The subcommittee made up of Dustin Good, Jeanette Mihalec, Judy Difulvio, and Sara Sabo reported back to the committee. Two public meetings are scheduled. The first one will take place at Gail Borden Library on Tuesday, February 18 at 6:00 p.m. The second one will take place on Thursday, February 27 at Hawthorne Hill Nature Center. Councilperson Powell will participate in the presentation with Dan Ault. A powerpoint presentation will utilize the city's hand held voting system which will allow participants to express their opinions and help gather hard data. The same survey will be put on-line to allow the general public to vote also. SPAC members were asked to sign up to attend one or both meetings to help facilitate break out groups. r _ ..... C G. New Business: a. 311 Update: The commission was updated on the progress of the new 311 system. January 13 is the scheduled launch date. Staff is currently being trained to take calls, focusing on Community Development, Code, Water, and Public Services. The 311 offices will be open 5 days a week. After hours, calls will be prompted to leave a message or forwarded to 911. Outreach meetings to the public will begin in April and May. The first outreach event will the DNA out to lunch event in April. b. Public Imput: David Segel from the Sustainability Commission shared with the group an update on what he has been working on in regards to food waste. H. Other Business: There will be no February meeting due to the fact that the commission is hosting two Talkin Trash meetings in February. The next regular meeting will be held on March 24, 2014. I. Adjournment: Sara Sabo moved to adjourn at 6:55 p.m. seconded by Judy Difulvio. The motion carried 9-0. rk Approved 7-0 at 3/25/14 Meeting Respectfully submitted, Cherie Murphy, Staff Liaison March 25, 2014 r 0' r • ELGIN THE CITY IN THE SUBURBS Strategic Plan Commission Minutes Tuesday, March 25, 2014 6:00 p.m. - 8:00 p.m. Elgin City Hall, 2"d Fl. South Commission Members present: Judith DiFulvio, Armida Dominguez, Jeanette Mihalec, Bill Briska, Todd Martin, Dustin Good, Janel Gomez, Absent: Hidayat Khan, Toya Randall, Carolyn O'Neal, Matt Hafeli, Sara Sabo Staff: Cherie Murphy, Laura Valdez A. The meeting was called to order by Chairman Bill Briska at 6:05 p.m. B. Roll Call was read by staff liaison Murphy. C. Recognized persons present included City Staff member Laura Valdez. D. Minutes from the meeting of January 28, 2013 meeting were presented for approval. A Motion was made to approve the minutes by Todd Martin, 2nd by Armida Dominguez. The motion passed unanimously, 7-0. E. Staff Report: a. Staff presented the commissioners with a copy of the first quarterly Comprehensive Plan report that was prepared for the City Council's recent retreat. Commissioners were very complimentary of the format of the document, and how easy the document is to read. b. An update was given on the new Code 2.0 program being put in place by the Community Development Department. Many of the suggestions and recommendations made by the SPAC during discussions with Director Marc Mylott in 2013 are reflected in the new plan for reorganizing the Code Department. c. Staff also updated the commission on the 311 system, which is now up and running. Commissioners who have already used the 311 system were very positive about their experience. Staff explained that training is ongoing and additional departments will be rolled into the service in the r next few months. Commissioners discussed the fact that the salesforce platform will allow for numerous other services through 311. d. A question was raised pertaining to the status of the Tower Building, and the use of the TIF money toward redevelopment of the building. Staff will find out the most recent status of the project and report back. F. Review of Talkin Trash sessions and survey: a. Chairman Bill Briska led the group in reviewing the results from the recent Talkin Trash sessions hosted by the commission in February, as well as the nearly 300 on-line surveys completed by residents. In addition to the statistical data collected, there were approximately 75 individual comments submitted. These comments were organized into categories for discussion, including yard waste, curbside service, once a year cleanup, composting, hazardous waste and potential service changes. Some comments raised in the surveys are issues that do not pertain to the new contract, yet will be conveyed to staff and council for future consideration. b. Commission member Todd Martin presented the commission with a letter from the Sustainability Commission which he read aloud, asking that SPAC support their recommendation to specify all or a portion of garbage trucks be fueled by compressed natural gas rather than diesel. The commission agreed to include the city's preference for natural gas vehicles in the resolution. c. The commission agreed that the following items should be included in the resolution: i. Preference for natural gas vehicles ii. Educational materials iii. Consideration of volume based discounts iv. Option for a small pilot program for kitchen waste v. Leaf pickup delivery service should be reviewed, separate from the waste contract d. A draft resolution will be prepared based on these 5 issues, outlining the commission's recommendations for the new waste contract. Once finalized and adopted at the next meeting, it will be given to Dan Ault and the City Manager for consideration. G. New Business: a. There were no members of the public present H. New Business: None I. Other Business: a. The next meeting will be at 6:00 p.m. on April 22, and feature Senior Planner Dave Waden who will talk to the group about the city's new Comprehensive Plan process. r J. Adjournment: Todd Martin moved to adjourn at 7:20 p.m. seconded by Janel Gomez. The motion carried 7-0. r r r I' ELGIN THE CITY IN THE SUBURBS Strategic Plan Commission Minutes Tuesday, June 24, 2014 6:00 p.m. - 8:00 p.m. Elgin City Hall, 2"d Fl. South Commission Members present:, Sara Sabo, Armida Dominguez, Bill Briska, Todd Martin, Dustin Good, Judith DiFulvio, Matt Hafeli, Absent: Carolyn O'Neal, Janel Gomez, Jeanette Mihalec, Hidayat Khan Staff: Cherie Murphy A. The meeting was called to order by Chairman Bill Briska at 6:01 p.m. B. Roll Call was read by staff liaison Murphy. C. Recognized persons present included Dave Segel representing the Sustainability Commission. D. Minutes from the meeting of April 22, 2014 meeting were presented for approval. A Motion was made to approve the minutes by Armida Dominguez, 2nd by Sara Sabo. The motion passed unanimously, 7-0. E. Staff Report: a. Staff updated the commission on appointment of a new City Council member to replace Anna Moeller, who was appointed State Representative. The new council member, RoseMarie Martinez was sworn in on May 28, 2014. b. Staff also shared a slide presentation regarding Alignment Education initiative, which will be presented to the City Council at the June 25 meeting. The Alignment Education initiative is an initiative that stems from the Mayors Education Summit held in May of 2013 to address the city's strategic goal of Education. F. May 15 Community Visioning Master Plan- Commission members discussed the May 15th community event that was attended by several commission members. / Those in attendance shared ideas and suggestions that should be incorporated into the plan. The consulting firm, Houseal Lavigne, hired by the city to create the new comprehensive plan will engage the SPAC in future review of final recommendations. SPAC members were encouraged to visit the website to keep abreast of what is going on with development of the Comprehensive Plan. Commissioners asked that Sarosh Saher, Senior Planner with the city, be invited to attend the next meeting to talk more about the comprehensive plan and the impact it will have on future growth. G. New Business: a. Dave Segal updated the commission on the Sustainability Commissions latest initiatives. The commission will present a proposal to the council at the June 25 meeting to consider allowing residents to have chickens in their back yards. He also shared that the commission is planning a fall event focused on food and health. b. Commissioners discussed how to learn more about what other commissions are working on and how it relates to the Strategic Plan. Staff will provide SPAC members with a list of other commission meeting dates and times and ask that they sign up to select a commission meeting to attend. Staff will also work with the city clerk's office to coordinate a meeting among all commission staff liaisons and commission chairpersons. (11161. c. Downtown Elgin- Commissioners discussed the Riverside Drive redevelopment and commented that the plantings need to be better maintained. Half of the trees look dead. Commissioners asked about the impact of getting the downtown on the National Register of Historic Places and whether that would prohibit any buildings from being torn down. Chairman Bill Briska stated that it would not affect the ability of building owners from making changes, however it would give them the option of receiving federal grants for historic preservation of their building. d. Commissioner Martin asked when the wind and solar ordinance is going to come forward for consideration by the city council. Staff will inquire and report back to the commission. H. Adjournment: Todd Martin moved to adjourn at 7:15 p.m. seconded by Judy DiFulvio. The motion carried 7-0. r Strategic Plan Advisory Commission AGENDA Tuesday,August 26, 2014 6:00-8:00 p.m. City Hall,2' Floor South Conference Room A. Call to Order( Bill Briska, Chairman) B. Roll Call (Cherie Murphy, Staff Liaison) C. Other Persons Present D.Approval of June meeting minutes (Bill Briska, Chairman) E. Staff Report 1. Report on City Commission group meeting July 16 2. Robert Gilliam Renaming of City Hall September 11 F. 2015 Budget Process- Sean Stegall, City Manager 1. Overview of the process 2. Consideration of commission hosting outreach events rG. New Business a. Public Input H. Other Business I.Adjournment r A � ELGIN THE CITY IN THE SUBURBS Strategic Plan Commission Minutes Tuesday,August 26, 2014 6:00 p.m. - 8:00 p.m. Elgin City Hall, 2"d Fl. South Commission Members present: Carolyn O'Neal, Armida Dominguez, Bill Briska, Todd Martin, Dustin Good, Janel Gomez, Jeanette Mihalec Absent: Sara Sabo,Judith DiFulvio, Matt Hafeli, Hidayat Khan Staff: Cherie Murphy A. The meeting was called to order by Chairman Bill Briska at 6:00 p.m. B. Roll Call was read by staff liaison Murphy. C. Recognized persons present included City Manager Sean Stegall. r D. Minutes from the meeting of July 16, 2014 meeting were presented for approval. A motion was made to approve the minutes by Todd Martin, 2nd by Dustin Good. The motion passed unanimously, 7-0. E. Staff Report: a. Staff updated the commission on the recent meeting of all city commission liaisons and chairpersons. A list of other commission's meeting dates was passed around for SPAC members to indicate interest in attending as a guest. Staff will make arrangements with the staff liaisons of the other commissions to coordinate. b. Staff also shared information regarding the upcoming dedication and renaming of City Hall to become the Robert Gilliam Municipal Complex, in honor of his 40 years of service on the City Council. The ceremony will take place at 4 p.m. at the Civic Plaza. All commissioners are encouraged to attend. c. Staff also encouraged any interested SPAC member to attend the upcoming Comprehensive Plan Workshop, to be held on September 9 at the Heritage Ballroom. F. 2015 Budget Process- Sean Stegall a. City Manager Stegall spoke to the group regarding the 2015 Budget process. While most of the budget is standard operating costs and therefore not up for discussion, there is still a need for public input to help determine the priorities for spending on other projects. Three questions in particular should be posed to the public: What should we start doing? What should we stop doing? What could we be doing better? Manager Stegall asked the SPAC to host two community meetings toward the end of October to gather public input. It was decided that we should aim to have the meetings on Thursday, October 23 and again on Tuesday, October 28 in locations that are representative of the community. Staff will arrange the locations and prepare materials. Manager Stegall also updated SPAC regarding the trash contract process. He reported that three proposals were submitted to the city for consideration through the RFP process. He asked that SPAC provide a member to sit on the selection committee. Chairman Briska will follow up once city staff has meeting dates and times scheduled. G. New Business: a. 2015 Work Plan- Manager Stegall suggested that the SPAC produce a work plan for 2015. He would like to see them work on projects such as a citizen survey, and advise the council on pending issues such as the Fox River Country Day School, the Waste Management contract,identifying a list of priority properties for the city to acquire, and working with all the other city commissions to utilize the commission structure to its fullest potential. b. SPAC member Todd Martin shared project ideas with the group for consideration in the 2015 work plan. This included a city property review, a police department review and advocacy for the Tower Building. H. Adjournment: Jeanette Mihalek moved to adjourn at 7:15 p.m. seconded by Armida Dominguez. r • E LG N THE CCrY IN THE SUBURBS Strategic Plan Commission Minutes Tuesday, November 25, 2014 6:00 p.m. -8:00 p.m. Elgin City Hall,2"d Fl. South Commission Members present: Bill Briska, Judith DiFulvio, Carolyn O'Neal, Todd Martin, Janel Gomez, Jeanette Mihalec, Sara Sabo Absent: Armida Dominguez, Matt Hafeli, Hidayat Khan, Dustin Good Staff: Cherie Murphy, Laura Valdez-Wilson, Sean Stegall A. The meeting was called to order by Chairman Bill Briska at 6:00 p.m. B. Roll Call was read by staff liaison Murphy. C. Recognized persons present included City Manager Sean Stegall and staff member Laura Valdez Wilson and Sustainability Commission member David Segel. D. Minutes from the meeting of the August 26, 2014 meeting were presented for approval. A motion was made to approve the minutes by Todd Martin, 2nd by Carolyn O'Neal. The motion passed unanimously, 7-0. E. Staff Report: a. Laura Valdez updated the commission on recent additions and expansions of the 311 system, including a new phone app. She explained that in January, the city will add more current city numbers to the 311 system, including the general 847-931-6100 number. She also shared two videos that will be used to market and promote use of the 311 to citizens. The commission was asked to assist in outreach to the community in 2015 and help educate residents about the many features of 311. b. Staff presented a brief power point review of the SPAC accomplishments and projects in 2014. The commission reviewed the results of the Talkin' Trash events,the fall Budget outreach events and other activities throughout the year. r c. SPAC members were reminded that there will be a Public Hearing regarding the 2015 budget on Saturday, December 6th at 9 a.m. at the Heritage Ballroom of The Centre. F. 2015 SPAC Work Plan: a. City Manager Stegall spoke to the group regarding projects and initiatives he would like the commission to work on in 2015. He presented the group with information about an Innovation Program used in Baltimore, Md. and other cities in which seed money is provided to employees for one-time investments that will lead to improved results, increased revenues and/or reduced ongoing operating costs for City services. He asked the commission to create a suggested program for the City of Elgin to begin using in 2015. Other projects that SPAC was asked to include in their 2015 work plan were to work with the City Clerk's office to review and make suggested changes to the current commission appointment process, including job descriptions,training requirements etc. City Clerk Kim Dewis will be invited to attend the January meeting to explain the current process. SPAC was also asked to take a lead role in assisting the city in conducting a Community Survey. A community survey has not been done since 2007, and will be extremely valuable for the city to find out what residents are thinking and feeling about city services and other important issues. G. New Business: a. Member Feedback- Chairman Briska led discussion about general feelings the commission members have about their commission work. Commission members discussed adding a new member to replace Commissioner Randall who resigned earlier in the year. Discussion about the skill set most needed in a new member included possibly adding a younger person, someone from the newer area of the far west, a Spanish speaking member, or perhaps someone from DelWebb. Chairman Briska noted that development issues in the far west area would present a different perspective. It was also noted that there are no business owners on the commission. The commission also discussed frequency of meetings and procedures. Commissioners Martin, Gomez and Mihalek all expressed a desire to meet each month, expressing that too much momentum is lost when the meetings are two months apart. Commissioner Martin expressed a desire to have more direction from council on what they want SPAC to be working on. There was general consensus to continue using resolution process to make recommendations to the City Council. Chairman Briska r noted that all recommendations make by SPAC regarding the waste hauling contract were included in the Waste Management contract. Sara Sabo requested that the commissioners be better informed of city issues. Staff liaison Murphy suggested sending the commission members the weekly newsletter that goes out to all employees, which outlines current status of projects and the latest city news. Chairman Briska and Commissioner Gomez asked how commission members could attend neighborhood meetings. The commission requested that the City Clerk, Kim Dewis, be invited to the January meeting to explain the current commission selection and retention process; Colby Basham be invited back to discuss and provide a refresher on 311; and that discussion begin about the Community Survey. b. Guest Dave Segel from the Sustainability Commission updated the commission on his work on a State of Illinois coalition regarding food scraps. He presented the commission with an article that outlines the work of the coalition and their goals for the future of composting in the state. H. Adjournment: Jeanette Mihalek moved to adjourn at 7:40 p.m. seconded by Carolyn O'Neal. r